Business process automation and system integrations

Business process automation means integrations and workflows that move data between your website, CRM, payments, inventory, accounting and messengers without anyone copying it by hand. It is for companies whose staff re-key orders, invoices and reports every day. Prices start at €800 per process, turnkey, and timelines at 21 days.

When automation makes sense

• Someone re-enters website orders into the CRM, a spreadsheet and the carrier’s dashboard every day.
• Invoices, receipts and shipping labels are created by hand, and mistakes keep slipping in.
• Your website, CRM, accounting and inventory do not talk to each other, so stock on the site does not match reality.
• Getting a report means asking someone to compile it, and it arrives days later.
• The business is growing, and every new customer adds hours of manual work. See manual work and spreadsheets.

Examples of automations we build

• A website order lands in the CRM and the team’s Telegram, the customer gets a confirmation and the warehouse gets a picking task.
• After payment an invoice, receipt and shipping label are created automatically.
• Every morning the owner gets a report: leads, sales, ad spend and overdue tasks.
• New leads from tenders, marketplaces and directories are collected, scored and assigned automatically.
• Social and website posts go out on schedule from a content plan.
• Catalogue and prices from your accounting system are synced to the website on a schedule.

How we approach automation

We measure first: how much time and money the process costs today. Then we automate what has the biggest effect and check the result after launch. Every integration has monitoring and a log, so nothing breaks silently.

1. Process audit. We follow an order or enquiry from first contact to payment: who does what, in which system, and where delays and errors happen.
2. Payback estimate. We calculate hours freed per month and errors removed, and compare that with the cost. If automation will not pay off, we say so.
3. Workflow and access. We agree what happens at each step and what to do when one of the systems is down.
4. Build and test on test data, then run in parallel with the manual process.
5. Launch, monitoring and hand-over. Failure alerts, an event log and short documentation for your team.

A single process takes from 21 days. Several connected processes are rolled out in phases so each one pays back straight away.

How much automation costs

Option	Price from	Timeline from
One turnkey process (e.g. order → CRM → payment → shipping)	€800	21 days
Several connected processes, accounting/ERP integration	custom quote	in phases
Automation as part of a custom CRM	€2,000	45 days
AI-assisted flows: lead classification, reply drafts (AI services)	€1,000	21 days

The price depends on how many systems are in the chain, whether they have a usable API, data volume, reporting needs and whether a no-code platform is enough.

No-code or a custom service

Make, Zapier and n8n are a good fit for simple flows with modest volume: quick to set up and easy to change. When flows multiply, logic gets complex or per-operation pricing grows with your business, a small custom service running on your own server is usually cheaper. We recommend the option that fits the process and price both honestly.

Technology

Python, Node.js/TypeScript, PHP, REST and GraphQL APIs, webhooks, job queues, Docker; Make, Zapier or n8n when they fit. We connect WordPress and Shopify sites, CRMs (HubSpot, Pipedrive, Bitrix24, KeyCRM), accounting systems, payment and shipping providers, Google Sheets and Telegram.

Examples from our work

• Shopify store for a supplements brand: a separate serverless back end routes orders and enquiries to KeyCRM, the team’s Telegram and e-mail automatically.
• Building materials store: the product range from the accounting system reaches the website without manual entry, and scripts export products and images.
• University admissions website: a bridge between site forms and the learning platform’s API, so each application becomes a record in the system instantly.
• Crypto asset trust management platform: the trading terminal sends account snapshots, the server stores trades idempotently and shows them in the investor dashboard.

Common automation mistakes

• Automating chaos. If the process is not defined, automation only makes mistakes faster. Map the process first.
• No monitoring. An integration stops quietly and you hear about it from a customer a week later.
• Access tied to personal accounts of a contractor or an employee who later leaves.
• Hundreds of undocumented no-code scenarios that nobody but the author understands.
• Ignoring retries and duplicates. An order sent twice must not create two invoices.

What we need from you

• A description of the process as it works today, even as a voice note: who does what, and where.
• A list of systems and access to them: website, CRM, accounting, bank, carrier, spreadsheets.
• Real data samples: a few orders, invoices or reports, so we can test the workflow on live cases.
• One person who knows the process and can answer questions quickly.

Getting started

Not sure which process to start with? 10 processes a small business should automate first includes a table for estimating the payoff of each, and how to automate website leads walks through the most common first workflow.

Describe the process that eats the most time and the systems your team uses. We will estimate what can be automated, what it will cost and when it pays off. Discuss automation.